Meet Rachel. She runs a small accounting firm in Richmond Hill — 180 clients, 2 junior accountants, a bookkeeper, and a phone that won't stop ringing. It's February, the heart of tax season. Every call could be a panicking business owner, a new client referral, or CRA on the line. But Rachel's in back-to-back meetings from 9 to 5. The phone just rings.
7:20 AM
The CRA Letter
A small business owner calls panicking — he just got a letter from CRA about a reassessment on his HST filing. He needs to respond in 30 days. Rachel's driving to the office.
Without Polaris
Voicemail. He calls his buddy's accountant. She loses a $4,500/year client.
With Polaris
AI answers calmly, asks about the notice type, tax year, and deadline. Reassures him that reassessments are common and often resolvable. Books an urgent consultation for today at noon.
Urgent — David Okafor, CRA reassessment notice, HST filing 2024, 30-day deadline. Consult booked today 12 PM. Sounded very stressed.
$4,500/year client retained — booked before the office opened
9:45 AM
The Tax Season Rush
Rachel's in a meeting with a client reviewing their corporate year-end. The phone rings 8 times in 90 minutes — T2 deadline questions, personal tax booking requests, a referral from a lawyer, document drop-off confirmations, and a payroll question.
Without Polaris
6 go to voicemail. The referral and 2 new tax clients call someone else. That's $8,000+ in annual billing lost.
With Polaris
All 8 handled. 3 personal tax appointments booked. Referral given VIP treatment and booked for Thursday. 2 T2 deadline questions answered from knowledge base. 1 payroll question routed to the bookkeeper. Rachel sees clean summaries between meetings.
$8,000 in new client billing captured during meetings
12:30 PM
The Growing Business
A restaurant owner calls — she's outgrown her current bookkeeper and needs a real accounting firm. She has 3 locations, 45 employees, and needs monthly bookkeeping, payroll, and HST filings. This is a $15,000/year engagement. Rachel's at lunch reviewing files.
Without Polaris
Voicemail. The restaurant owner calls 3 more firms. The one that answers gets the contract.
With Polaris
AI engages professionally, asks about number of locations, employees, current accounting software, and pain points with current bookkeeper. Captures everything. Rachel calls back at 1 PM with a tailored pitch.
High-value lead — Maria Santos, 3 restaurant locations, 45 employees, needs full-service accounting. Currently on QuickBooks. Unhappy with response times from current bookkeeper. Wants proposal by Friday.
$15,000/year engagement opportunity captured
2:15 PM
The Referral from the Lawyer
A business lawyer Rachel works with sends a client her way — a tech startup that just closed a $2M seed round and needs to set up proper corporate accounting, SR&ED claims, and investor reporting. This is a $20,000+/year file. Rachel's on a call with CRA about another client.
Without Polaris
Missed. The startup founder emails the lawyer asking for another recommendation.
With Polaris
AI answers, recognizes this is a professional referral, asks about the company stage, funding, immediate accounting needs, and timeline. Books a discovery call for tomorrow morning. Sends Rachel an urgent notification about the referral source.
High-value referral — via James Liu (lawyer). TechNova Labs, $2M seed round, needs corporate accounting + SR&ED + investor reporting. Discovery call booked tomorrow 10 AM.
$20,000/year file — captured from a professional referral
4:30 PM
The Loyal Client's Panic
Mr. and Mrs. Patel — Rachel's done their personal and business taxes for 5 years — call in a panic. They received a notice that their RRSP contribution was disallowed and they owe $3,200. Rachel's wrapping up for the day.
Without Polaris
Voicemail. The Patels spend the evening worried, consider finding someone who "actually answers the phone."
With Polaris
AI recognizes them as long-time clients, asks about the notice details, reassures them that RRSP disallowances are usually data mismatches and often resolved quickly. Books a review for Thursday. The Patels feel heard immediately.
5-year client relationship preserved — trust maintained
8:45 PM
The New Entrepreneur
A young woman calls — she just quit her job to start a freelance graphic design business and has no idea how to handle taxes, HST registration, or business expenses. She found Rachel on Google. Rachel's helping her kids with homework.
Without Polaris
"Thank you for calling Chen Accounting. Our office hours are..." — She Googles "how to do freelance taxes" and wings it. Misses $4,000 in deductions her first year.
With Polaris
AI answers warmly, explains that starting a business is exciting and Rachel's firm specializes in helping new entrepreneurs. Asks about her business type, expected revenue, and whether she's registered for HST. Books a free "new business" consultation for next week.
New entrepreneur — Aisha Mahmoud, freelance graphic design, just started, needs HST registration + business setup + quarterly filings. Free consult booked next Tuesday 2 PM.
$2,500/year client — captured after hours during tax season
"During tax season, every missed call is a client who needed you right now — not tomorrow, not after lunch, not after your meeting."
Polaris makes sure no client call goes unanswered — even when you're buried in T2s, year-ends, and CRA notices.
7 days free · No credit card required
Questions? Call us at (289) 236-4255
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